Executive Assistant

Find Your Career at Jefferson Center for Mental Health • Wheat Ridge, CO

8d • Onsite

About The Position

The Executive Administrative Assistant provides executive-level support to the Chief Growth & Strategy Officer and Vice President of People & Culture while helping coordinate administrative operations across the organization. This role supports strategic growth initiatives, workforce engagement, community partnerships, philanthropy efforts, and key organizational events, serving as a central point of coordination for leadership and external stakeholders.

Requirements

• High School Diploma or GED required.
• Six (6) years of progressively responsible administrative experience, including at least three (3) years supporting senior executives or leadership teams.
• Advanced education may substitute for experience (Bachelor's degree may substitute for up to four years).
• Strong knowledge of organizational operations, business practices, and administrative procedures.
• Exceptional organizational, project coordination, and time management skills, with strong attention to detail.
• Excellent written, verbal, interpersonal, and relationship-building skills.
• Proven ability to manage confidential information with discretion and professionalism.
• Ability to prioritize multiple responsibilities, meet deadlines, and thrive in a fast-paced environment.
• Resourceful, proactive problem-solver with strong judgment, decision-making skills, and initiative.
• Ability to work independently and collaboratively across teams and stakeholders, including executives, board members, donors, and community partners.
• Experience preparing reports, presentations, executive communications, and meeting materials.
• Advanced proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive, and Forms.
• Experience coordinating meetings, events, projects, and executive workflows.
• Demonstrated leadership ability, including coordinating administrative support coverage and mentoring others.
• Emotional maturity, adaptability, and a commitment to exceptional customer service.

Nice To Haves

• Experience in healthcare, behavioral health, human services, nonprofit, or similarly complex organizations preferred.

Responsibilities

• Provide direct administrative support to the Chief Growth & Strategy Officer and Vice President of People & Culture.
• Manage complex executive calendars, scheduling priorities, travel arrangements, conference registrations, and meeting logistics.
• Prepare agendas, presentations, reports, correspondence, briefing documents, and meeting materials.
• Attend meetings as requested and document minutes, action items, and follow-up activities.
• Monitor and track projects, commitments, deadlines, and strategic initiatives to ensure timely completion.
• Coordinate executive leadership meetings, board committee meetings, strategic planning sessions, and cross-functional workgroups.
• Serve as lead coordinator for the Executive Administrative Assistant function.
• Coordinate administrative coverage and workload balancing across Executive Administrative Assistants.
• Develop and maintain standard operating procedures, templates, workflows, and best practices to support consistency across executive support functions.
• Assist with onboarding, mentoring, and training Executive Administrative Assistants and administrative staff as assigned.
• Ensure continuity of executive support during staff absences, vacancies, leave periods, and organizational transitions.
• Collaborate with Executive Administrative Assistants to identify opportunities for operational improvement and increased efficiency.
• Support organizational growth initiatives, business development efforts, strategic partnerships, community engagement activities, and special projects.
• Assist with project coordination, tracking deliverables, maintaining documentation, and supporting implementation activities.
• Prepare and compile executive dashboards, leadership reports, board materials, strategic planning documents, and departmental updates.
• Maintain department records, shared files, project plans, and reporting systems.
• Support employee engagement initiatives, recognition programs, leadership development activities, onboarding efforts, and workforce events.
• Coordinate employee meetings, leadership retreats, town halls, trainings, celebrations, and workforce engagement activities.
• Assist with workforce communications and related administrative coordination.
• Maintain strict confidentiality regarding employee and organizational information.
• Coordinate sponsorships, memberships, community partnerships, and organization-wide engagement opportunities.
• Maintain sponsorship and partnership records, ensuring fulfillment of organizational benefits and commitments.
• Support donor engagement activities, volunteer events, fundraising initiatives, community outreach programs, and signature organizational events.
• Coordinate registrations, promotional opportunities, event participation, and external engagement activities.
• Track and maintain community calendars, chamber listings, event platforms, and public-facing event registrations.
• Coordinate and support internal and external events, including employee engagement activities, donor events, board functions, conferences, retreats, community events, and fundraising initiatives.
• Assist with planning, logistics, on-site coordination, inventory management, vendor management, registration tracking, and event execution.
• Represent Jefferson Center professionally at internal and external events when appropriate.
• Provide operational support during evening and weekend organizational events as needed.
• Complete purchase orders, invoice processing, expense reports, and credit card reconciliations.
• Monitor event expenses, sponsorship payments, memberships, and departmental expenditures.
• Coordinate purchasing and inventory management of marketing materials, promotional items, event supplies, and office resources.
• Maintain vendor records, contracts, and departmental administrative documentation.

Benefits

• Inclusive and mindful of the diversity of everyone who comes through our doors.
• Passionate about building a community where mental health matters and equitable care is accessible to all races, ethnicities, abilities, socioeconomic statuses, ages, sexual orientations, gender expressions, religions, cultures, and languages.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED